Mass Mailing A Personalized Letter To A Contact Group

Using the mass email and mass mail features of Top Producer 7i, it is possible to send an email or letter to multiple recipients at once. The instructions below outline the steps:

To mass mail a letter:

1. From the program's main menu point to Mail and click Perform mail out.
2. In the Perform mail out - select template window, select Letter.
3. In the Letter categories drop-down list box, select Personal templates.
4. In the Letter name section, select your letter and click Next.
5. In the Perform mail out - select contacts window, select the Contact type option and click the Contact types list icon.
6. In the Contact types message box, select Listing prospect and click Ok.
7. Click Start search.
8. In the Available contacts section, select all the listing prospects that you want to send a letter to, click the Add arrow, then click Next.
9. In the Perform mail out - view or edit letter window, review the first letter and make edits if necessary. You can then review and edit all the other letters in the mailout by clicking Next contact and making edits if necessary.
10. When you are done reviewing and editing all the letters in the mailout, click Print later.
11. In the Print later message box, enter a name for the print job in the Description field (for example, "Listing prospect mailout 6-15-03"), set the date you want to print the letters, then click Ok.
12. On the date that you set to print the letters, go into your Today's business by pointing to Schedule, clicking Today's business, then clicking Letters.
13. In the Letters assigned to (agent) on (date) window, select the print job and click Print in the action menu.
14. In the Print message box, click Ok.
15. If you have set up your envelope or label printer feature and want to print an envelope or label for the letter, click Ok in the Print envelopes or labels message box. If you do not want to print them, click Cancel.
16. In the Letters assigned to (agent) on (date) window, click Close.  

To mass email a letter:

1. From the program's main menu point to Email and click Mass email.
2. In the Mass email window, in the Category drop-down list box, select Personal templates.
3. In the Template drop-down list box, select your letter, click Use this template, then click To.
4. In the Send email - To window, select the Contact type option and click the Contact types list icon.
5. In the Contact types message box, select Listing prospect and click Ok.
6. Click Start search.
7. Select all the listing prospects that you want to send a email to and click Ok.
8. In the Mass email window, enter a subject line in the Subject field and click Next.
9. In the View or edit email for ("contact") window, you can review the first email and make edits if necessary. You can then review and edit all the other emails in the mailout by clicking Next and making edits if necessary.
10. When you are done reviewing and editing all the emails in the mailout, click Send.

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